Uploading/Updating Files (PDFs, Docs, etc)

Let’s say that you would like to display a PDF, word document, spreadsheet or other file on your website. How do you do it? We have two options for this tutorial, a video and a text description. The video will appear first, followed by the text.

Video post: Creating a new File (PDF, Word Doc, etc) and linking to it

Naming Your File

The first step is to make sure your file is properly named. If you are uploading a file that is new to the CMS, you can name it whatever you like and create a new content item. If you upload the same document annually, consider giving it an overarching name the first time you upload it (e.g., fall.pdf). We have some guidelines to help you have good file naming conventions. If you are updating an existing content item, make sure the filename of the file you are uploading matches the filename of the old file. For instance, if the file on your website is called “fall-2009.pdf” then you should make sure that the file you are uploading into the CMS is called “fall-2009.pdf”.

Pick a Location and Create/Edit

Once you have your file named properly, decide where you would like to place it in the CMS. If you are updating an existing content item, locate it within the CMS. If you are creating a new content item, select a folder that makes the most sense for your users. Right click on the folder you would like your PDF or other file to be created in, and select New Item -> File from the menu:

If your file already exists (and you wish to update it), right click on that content item and select Quick Edit:

Note: You may need to transition the file to Quick Edit first and then Quick Edit it.

You’ll see a screen similar to this, if you are updating a file. If you’re creating a new file, this screen would be blank:

Fill out your System and Display title as appropriate. The Start Date will be filled out for you automatically. You may leave the Expiration Date and Reminder Date blank. Click the Browse… button and select your file to upload. If you are creating a new File (new to the CMS), the Binary Filename will be blank until you have Browsed and selected your file. If you are updating an existing File in the CMS, the Binary Filename will already be filled out and will rename the same once you have uploaded the new version of your file (assuming your stayed consistent with your filename). The File Type will be filled out automatically and you can leave the File Category field blank. Click Insert if you are creating a new Content Item or Update if you are updating an existing Content Item. Then you may click Close.

Check In and/or Transition

If you created a new content item, your File will be checked out and in Draft state. You may want to transition the file back to Public or simply to Check In. Note that no changes will be make to your live site until your File is transitioned to the Public state.. If you updated an existing Content Item, your File will be checked out and in Quick Edit. You may want to transition the file back to Public or simply Check it in. Note that no changes will be made to your live site until your File is transitioned to the Public State. If you updated an existing Content Item and you changed the filename, you will need to alert University Marketing and Communications so that we can schedule a Full Publish. Otherwise, not all your links will be up-to-date.

Link on Website

If your file already exists and you are merely updating it, your File will already be linked on your website. If you are creating a new File, however, you’ll need to link it to your website. You most likely have a Generic page or Highlight already in mind. Locate this file to place your link. Edit or Quick Edit your item and activate ePhox. If you are editing a Generic page, you’ll want to activate the Body ePhox box. If you are editing a Highlight, you only have one ePhox box to choose from.

Working in ePhox

You may have some text already in place that you would like to link. If not, go ahead and type in some text. Once you are done, you are ready to create your link. Highlight the text you would like to link and then click on the CMS inline link button:

Use the CMS search function to find the File that you would like to link to. Select it and Add:

Your file will now be linked. You may save your changes and close the Content Item that you were editing. Remember to check in your Item and Transition it to Public so that your link appears on your live site.

Tags: doc, document, files, spreadsheet, update, upload, word